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AP Invoice Approval Hierarchy based on Opex versus Capex

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Posted on by simonsmith101

Wondering if anyone can advise here:

A person has different approval limits based on whether an invoice is for OPEX or CAPEX
Based on above (or any simpler alternative) would appreciaite any advice on the following:
Janet Smith is a manager of cost centre A.
She has an approval limit of $10000 for AP Invoices that are OPEX related and $50000 for AP Invoices that are CAPEX related.
She has Position "Cost Centre A Manager position"
and this position has a job "Cost Centre A Manager job" assigned to it. This job has a signing limit of $10000.
How can we get the workflow to work so that if the invoice is for CAPEX her signing limit becomes $50000?
The workflow is to be based on position hierarchy and monetary approval limit would be determined by referring to job attached to position and relevant signing limit attached to job.

Thanks for any advice

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MATTGUO 22,349 Moderator on at

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Hi Simon,

What i could think of is to create two positions for Janet Smith, one is $10000, and another is $50000. And then create two configurable hierarchies with different positions for Janet Smith. When submitting the workflow, use a condition to determine whether the invoice is OPEX or CAPEX and which configurable hierarchy should the workflow use.

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saurabh bharti 15,039 Moderator on at

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Hi Simon,

Can we define the workflow condition based on PO line ? Where with combination of "Product category" and "Amount"? trigger the workflow

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Ludwig Reinhard Microsoft Employee on at

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Good morning Simon,

I don't think that what you try to achieve can be achieved with the standard functionalities inside D365FO.

Why?

Because the signing limit policies cannot differentiate between OPEX and CAPEX.

You can bind the signing limits to document types, such as purchase order, invoice, etc. but you cannot further differentiate - for example - between a signing limit that applies for Capex invoices and one that applies for other Opex invoices.

You can of course try using workarounds such as the one suggested by Mattguo (two positions).

Rather than doing that, I would personally consider routing those approvals through MS PowerAutomate/Flow, which gives you a larger flexibility.

The setup is of course more complex as you would need to configure business events and the 'Flow' in addition but to me it looks like a more viable approach.

Alternatively, you can discuss a customization with a developer that would allow you differentiating between Capex and Opex in the signing limit policy form.

Best regards,

Ludwig

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simonsmith101 2 on at

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Thanks Ludwig. I think Matt suggestion may work. Just means another hierarchy to maintain

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Ludwig Reinhard Microsoft Employee on at

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Hi Simon,

Would be great if you could test this setup option and share your experience with the community!

Many thanks for the help and best regards,

Ludwig

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simonsmith101 2 on at

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Hi Matt,

You only appear to be able to associate 1 configurable hierarchy to a workflow. Id there a way of associating more than 1 configurable hierarchy?

Thanks

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simonsmith101 2 on at

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Hi Matt, I tried this but got stuck trying to associate more than 1 position to Janet Smith at the same time. It only allowed me to associate a second position with a start date after the previous positions end date. Any suggestions?

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Ludwig Reinhard Microsoft Employee on at

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You might want to have a look at PowerAutomate :-)

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simonsmith101 2 on at

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Hi Ludwig,

Update re this. Successfully managed to assign two positions two one user with different approval limits and depending on the position hierarchy it worked . I will post a detailed steps to this post in the next couple of weeks elaborating how to achieve it. Thanks Simon

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